Division Coordinator II

Title : Division Coordinator II

Location : 4822 N Broadway

Schedule : Hybrid , Monday - Friday (8 : 30 am - 5 : 00 pm)

Summary :

Are you detail-oriented and passionate about supporting safety initiatives? We are looking for a dedicated Division Coordinator to provide high-level administrative and logistical support to our Managing Director, directors, associate directors, and managers!

As the Division Coordinator, you will perform a broad range of administrative tasks in support of our safety initiatives, ensuring the smooth operation of programs and activities. You will assist in the administration of programs, including records and data management, participant travel coordination, and background checks for potential participants and / or participant sponsors. Your role will be critical in supporting the overall success of our safety initiatives, and you will be expected to report to and perform assigned service-related duties at program sites as needed, including during influxes in census, staffing shortages, emergencies, and trainings. If you are a proactive and organized professional looking to make a difference in safety initiatives, we want to hear from you!

Why Join Us?

Make a meaningful impact on the lives of individuals seeking education and career pathways.Collaborate with a diverse and passionate team dedicated to the mission and vision of our organization.Providing flexibility and work-life balance.Participate in professional development opportunities to enhance your skills and expertise.Our Benefits :

Medical insurance. BCBS PPO, EPO, and HSA Plans   Dental insurance.    Vision insurance.    401(k) 3% Employer Contribution.    Paid maternity leave.    Paid paternity leave.    Commuter benefits.  Professional Development Assistance.  Disability insurance    FSA Spending Account   Life Insurance   Employee Assistance Program   Special Vendor Discounted Offerings on Travel, Amusement Parks, etc. Essential Functions :

Duties & Responsibilities

Provides general administrative support to all SAFEty programs and serve as an administrative assistant to the Director of Business Operations, Managing Director, and senior directors of SAFEty.Answers incoming calls to the SAFEty switchboard and provide professional and proactive customer service and expedients transfers to relevant parties.Manages and maintains division-wide databases, financial transactions, and general program inventory; establish procedures for processing data; and support updating related information.Manages the Initiatives inventory, including receiving, distributing, and ordering additional inventory in a timely manner.Reconciles financial items, prepares and monitors expense reports, credit card details, and contract billings.Serves as point person for processing invoices for the Initiatives via Concur and other channels.Prepares records, contracts for signature or submission, personnel, and other documentation, and ensures the appropriate filing and distribution of such data. Develop forms, as needed, and establish procedures for processing data and information. Maintains confidentiality of all documents and other information.Serves as point person for the administration of SAFETY’s fleet of vehicles, including tracking licenses and registrations and insurance renewals and deadlines.Manages processes related to running background checks on potential client sponsors, including scheduling appointments, explaining the process to families, completing paperwork, and ensuring timely submission of related documents.Assists in receiving inventory deliveries and in transporting inventory to designated storage areas.Coordinates and performs specialized data processing tasks for the Initiatives of SAFETY, as defined by Initiatives needs and contractual requirements.Performs non-specialized tasks as needed, including but not limited to word processing, filing, photocopying, screening incoming calls and visitors / clients, and directing correspondence in accordance with organizational standards and Initiatives guidelines.Establishes and maintains relationships with goods and services vendors and act as a point person for external parties.Maintains an appropriate professional demeanor and cultural understanding towards co-workers, visitors, clients, supervisors, and other non-personnel.Manages all Protocol and Procedure Manuals and Standard Operation Procedures to remain current, relevant, and in compliance.Prepares materials for and serves as a scribe at team meetings.Occasionally works in a general capacity at the program sites. Works in the milieu at the program sites requires the supervision of clients both individually and in groups, actively participating in activities, and leading workshops, among other duties.May be required to transport participants and to ensure timely delivery of food and or supplies to other destinations, which may include driving an agency vehicle.Other duties may be assigned.

Education and Experience :

High school diploma or equivalent General Education Diploma is required.Minimum five (5) years of related experience in an operational / administrative / clerical role.Bilingual is strongly preferred

Knowledge / Skills / Abilities (K / S / A) :

Demonstrated computer proficiency, including knowledge of word processing, spreadsheet, and database software. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.Ability and comfortability working with people of varying socioeconomic backgrounds.Demonstrated ability to handle confidential and sensitive information, possessing skills to handle situations in a professional and diplomatic manner.A high degree of collaboration and emotional intelligence, self-motivation, and analytical abilityProficiency in Microsoft Office, Internet Explorer, Outlook / Exchange, Windows operating systems, and other software routinely used by Heartland Human Care Services.Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.Ability to work independently and remain self-motivated with minimal direct supervision.Access to regular, dependable, and timely transportation.

Work Arrangement :

This role is eligible for a “hybrid” work arrangement. This person is expected to be able to meet in person when needed or at others' requests. In-person meetings may be required on a regular basis (weekly, monthly, etc.).       This person is expected to be in the office approximately three days per week. There may also be the availability to work from home when appropriate.

• . Work Environment :

The noise level in the work environment is usually moderate.Each program site operates 24 / 7, 365 days per year. To meet the needs of our participants and contractual obligations, employees are required to be flexible regarding scheduling and work location.  Program sites are located throughout the Chicago area, including the North and South sides of Chicago. Employees may be required to report to any one of our locations on a temporary or permanent basis.

Physical Demands :

While performing the duties of this job, the employee is regularly required to talk and hear.The employee is regularly required to sit, stand and walk.The employee must be able to stoop, kneel and / or crawl.The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.The employee must occasionally lift and / or move up to 25 pounds.The employee must have unrestricted ability to provide physical restraint.Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Equal Opportunity Employer Statement

HHCS is an Equal Employment Opportunity employer. Employment decisions are based on merit, qualifications, and business needs. HHCS is committed to providing a work environment that is free from discrimination and harassment. Consistent with applicable federal, state, and local laws, HHCS prohibits discrimination or harassment against any employee or applicant on the basis of race, color, religion, creed, sex (including pregnancy, sexual orientation, and gender identity or expression), national origin, citizenship, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law. This policy applies to all employment practices, including recruitment, hiring, promotion, compensation, benefits, training, discipline, and termination. HHCS also provides reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs, as required by law.

PI280755755